Embed Size (px)
Citation preview
1 Pasewark & Pasewark
Microsoft Office XP:Introductory Course
INTRODUCTORY MICROSOFT ACCESSLesson 6 – Integrating Access
2
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Objectives
Import and export data between Office applications.
Create a form letter. Edit the recipient list to print only selected
form letters. Create and print mailing labels. Create a data access page.
3
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Terms Used in This Lesson
Data access pageData sourceForm letterMain documentMerge fields
4
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Importing and Exporting Data
Because Office is an integrated suite of programs, you can easily import and export data between applications.
Word to Access – you can easily paste or import a list of names and addresses from a Word document into an Access database.
Access to Word – you can also export table records from an Access database into a Word document, or merge database records with a Word document to create a form letter.
5
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Importing and Exporting Data
Access to Excel – you can export Access data into an Excel worksheet and apply calculation and data analysis features. Each record appears as a row in the worksheet and each field converts to a column.
Excel to Access – you can also import data from an Excel worksheet into an Access database table. The copied or cut cells will appear in the table beginning with the highlighted entry.
6
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Creating a Form Letter
A form letter is a word processor document that uses information inserted from a database in specified areas to personalize a document.
To create a form letter, you export recipient information from a data source, such as an Access database, to a document in Word, called a main document.
You can insert merge fields in the main document where you want to print the recipient information from the data source.
7
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Creating a Form Letter
Word provides a Mail Merge task pane that makes it easy to create a form letter.
To access the Mail Merge task pane, choose Letters and Mailings on Word’s Tools menu.
Choose Mail Merge Wizard
from the submenu and the
task pane appears.
8
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Creating a Form Letter
Follow the six steps in the Mail Merge task pane to create a form letter:
– Step 1 – choose Letters as the main document.– Step 2 – select the starting document.– Step 3 – specify a data source.– Step 4 – insert the merge fields.– Step 5 – preview the letters and edit the recipients to be
included in the merge.– Step 6 - complete the merge and print the letters.
9
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Creating Mailing Labels
Creating mailing labels is very similar to creating form letters.
Choose Labels as the starting document. Specify a main document and a data source. Choose the label options. Insert the merge fields that
contain the address information. Print your mailing labels.
10
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Creating a Data Access Page
A data access page is an object created in a database that lets you publish other objects, such as tables, forms, and reports, to the Web. You can then view the database using the Web.
You can create a data access page using the Page Wizard, which will ask you questions about the fields, format, and layout, and then create a page based on your answers.
11
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Data Access Page
12
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Summary
Because Office is an integrated suite of programs, you can easily import and export data between applications.
A form letter is a word processor document that uses information from a database in specified areas to personalize a document. To create form letters, you insert merge fields in the main document that are replaced with information from the data source.
13
Acc
ess
– L
esso
n 6
Microsoft Office XP: Introductory Course Pasewark & Pasewark
Summary
Creating mailing labels is very similar to creating form letters. The Mail Merge task pane makes it easy to create form letters or mailing labels.
A data access page is an object created in a database that lets you publish other objects, such as tables, forms, and reports, to the Web. You can then view the database using the Web.
